CHARITIES SECTOR OPEN CALL FOR APPLICATIONS GUIDELINES FOR APPLICANTS. The Charities call for applications consists of the following documents (pack):

Transcription

1 CHARITIES SECTOR OPEN CALL FOR APPLICATIONS GUIDELINES FOR APPLICANTS The Charities call for applications consists of the following documents (pack): FORM 2010/1 (for applications greater than R ) FORM 2010/2 (for applications less than R ) Funding Guidelines Project Business Plan Template for medium and large grants (Annexure A) Project Business Plan Template for small grants (Annexure A1) Supplementary Form in support of agent/ representative/ conduit application (Annexure B1) Budget Template (Annexure C) Capacity Building Plan Template for Assisting Organisations Please familiarise yourself with all the documents as they will help you to complete the application. Please read the guidelines carefully before you complete the application form and the required templates. Refer to the Documents Checklist at the end of these Guidelines for the list of Mandatory Documents that must be submitted with your application. PLEASE TE: Non-Compliant applications will not be accepted. Applicants will, however, be granted the opportunity to re-submit a compliant application pack. 2

2 APPLICATIONS 1. All applications must be completed on the relevant prescribed application form as follows: a. Form 2010/2 for applications up to R b. Form 2010/1 for applications above R c. Clearly identify the SECTOR t o which you are applying in the list provided at the top of the Application Form. Only applications to the Charities sector will be considered. d. All 5 pages of the prescribed application form must be fully completed and the Declaration on the last page must have the full name of the person submitting the application on behalf of the organisation. e. The name of the applicant organisation MUST be clearly indicated and the form must be signed and dated. Applications that fail to comply with this requirement will be regarded as non-compliant and will therefore not be accepted. f. The application form must be signed by any one of the 2 main contact persons indicated in the application form. Signatories to the application form must hold a valid South African Identity Document. 2. Do not change/re-type the format of FORM 2010/1 and FORM 2010/2 as they are legal documents that have been gazetted. 3. An organisation that uses the same/one registration certificate (as an NPO, NPC or Public Trust) for all its projects, offices and/or programmes, must submit one application for all its projects, offices and programmes. This does not apply to conduits. Details for conduits are outlined separately below. 3

3 4. An organisation that applies for more than one project must submit a detailed budget of the amount requested, with motivation for each line item, both for themselves and for each project/programme/office (see Annexure C). One consolidated budget must be submitted for ALL the projects/programmes/offices. 5. An organisation may not submit an application for more than five programmes/ projects or offices. The total amount requested for all programmes/projects/offices must be in line with the amounts and categories reflected in Section A of the Guidelines. Should this requirement not be adhered to, the Charities Distributing Agency (CDA) reserves the right to apply its discretion during adjudication. 6. The registered name of the organisation must be the same on the application form and all supporting documents. This means that the name on ALL the documents listed below must be exactly the same: a) Prescribed application form (FORM 2010/1 or FORM 2010/2, as applicable); b) Proof of Registration as NPO, NPC, Public Benefit Trust (Family o r P r i v a t e Trusts are not eligible for NLDTF funding); c) Founding documents (Constitution, Trust Deed or Memorandum and Articles of Association); d) The name of the bank account; e) Annual Financial Statements of the organisation (where applicable). PLEASE TE: If the names on any of the mandatory documents differ, it could have a negative impact on the adjudication of your application. Where there has been a change of name, proof in the form of a signed and approved copy of the Special Resolution, amended constitution or Minutes of the Meeting or a Change of Name certificate detailing the name change must be submitted with the application 4

4 7. REQUIREMENTS FOR DIFFERENT CATEGORIES OF GRANTS 7.1 Small Grants: up to R This category is for smaller individual organisations, and emerging organisations, that have not previously received NLDTF grants.. The following MANDATORY documents must be submitted together with the fully completed prescribed application form, FORM 2010/2. a) Proof Of Registration of the organisation as a Non- Profit Company (formerly Section-21 Company), NPO, or Public Benefit Trust; b) Complete signed and dated Constitution, Articles and Memorandum of Association / Incorporation, or Trust Deed or any other relevant founding document if the organisation has not been previously funded by the National Lottery Distribution Trust Fund (NLDTF) or if the organisation s objectives have changed; c) Proof of Registration as a Place of Care, Children s Home or Home for the Aged, Early Childhood Development (ECD) Centre or any other service that requires such registration in terms of any law, where applicable. Where such registration is not available at the time of submitting the application, a letter of support from the relevant department/authority must be provided. d) Detailed Project Business Plan (Annexure A1) e) Detailed Project Budget And Motivation (Annexure C) f) Financial Records for a minimum period of 3 months made up of the following compulsory information: Statement of Assets (Land, Building, Vehicles, Cash, etc.) and Liabilities (Loans, Bank overdraft, Creditors, etc.) Statement of Income and Expenditure (Income Statement) Original Bank statements for the most recent 3 months. g) If an applicant was previously funded then the most recent set of Annual Financial Statements must be submitted. With the financial statements the following documents must be submitted: Signed Auditor s or Accounting Officer s report 5

5 Proof of registration of the Accounting Officer / Auditor with one of Professional Bodies accepted by the NLC. Written letter from Accounting Officer/ Auditor confirming the financial statements submitted. Details on Annual Financial Statement can be viewed under Section 8 below. h) Mandatory Requirements for a Conduit / Agent / Representative in the case of such applying on behalf of organisations as indicated in Section B below. PLEASE TE: Organisations that have been previously funded and who want to apply in this category must be fully compliant with the terms of the grant agreement, including progress reports. Multi-year funding will not be considered for this category of funding. Applications for infrastructure will not be considered under small grants, except for renovations. 7.2 MEDIUM GRANTS: R R5 MILLION The following MANDATORY documents must be submitted together with the fully completed prescribed application form, FORM 2010/1. a) Proof of Registration of the organisation as an NPC, NPO, or Public Benefit Trust; b) Complete signed and dated Constitution / Articles and Memorandum of Association / Incorporation, or Trust Deed or any other relevant founding document if the organisation has not been previously funded by the National Lottery Distribution Trust Fund (NLDTF) or if the organisation s objectives have changed; c) Proof of Registration as a Place of Care, Children s Home or Home for the Aged, Early Childhood Development (ECD) Centre, or any other service that requires such registration in terms of any law, where applicable. Where such registration is not available at the time of submitting the application, a letter of support from the relevant department/authority must be provided. 6

6 d) Detailed Project Business Plan (Annexure A) e) Detailed Project Budget and Motivation (Annexure C) f) The most recent SIGNED AND DATED ANNUAL FINANCIAL STATEMENTS For t h e m o s t r e c e n t year for organisations that have previously received funding from the NLDTF For the two most recent consecutive years, signed and dated by a registered and independent Accounting Officer or Auditor in the case of organisations that have not been previously funded by the NLDTF. g) SIGNED Auditor or Accounting Officer s Report Organisations may apply for multi-year funding for a period of up to three (3) years. Such applications if successful will be subject to the availability of funds. This amount may not exceed the maximum amount for the grant category in which the organisation is applying. h) Applications in this category may apply for infrastructure development. 8. ANNUAL FINANCIAL STATEMENTS 8.1 Annual Financial Statements must be submitted as follows: Organisations that have previously received funding from the National Lottery Distribution Trust Fund (NLDTF) must attach one complete set of the most recent year s Annual Financial Statements, with comparative figures. Organisations that have never been funded by the NLDTF must attach complete sets of the two most recent Annual Financial Statements. These financial statements must be for t w o consecutive years (e.g. 2014/2015 and 2015/2016), with comparative figures. The most recent statements would be strictly linked to the financial-year end of the organisation. Two sets of consecutive annual financial statements means separate sets of annual financial statements for two financial years, following each other successively and without interruption. 7

7 Furthermore, the Annual Financial Statements MUST be signed and dated by a registered, independent Accounting Officer or Auditor in line with his/her professional qualifications. PLEASE TE: Financial Statements must be complete. This means that they must include the following: A detailed income and expenditure statement / income statement; A statement of assets and liabilities / balance sheet; Notes to the financial statements; a signed and dated report form the accounting officer / auditor on their official letterhead. Applications with incomplete annual financial statements will not be considered The Annual Financial Statements must not be submitted as part of an Annual Report. Annual Reports are not required, and if submitted are ignored. Please assist by only submitting the required a n n u a l financial statements The Accounting Officer/Auditor must be registered and in good standing with one of the accepted accounting or auditing bodies identified below. Organisations must request proof of registration with these bodies from their Accounting Officers / Auditors before they appoint the accounting officer / auditor to prepare their annual financial statements. This proof of registration must be submitted together with a letter from Accounting Officer / Auditor confirming that they signed off on the financial statements submitted for this application. 8.4 Financial statements compiled by a student accounting officer will not be accepted Recognised Professional Bodies: South African Institute of Chartered Accountants (SAICA) Auditors registered with the Independent Regulators Board for Auditors (IRBA) Chartered Secretaries of Southern Africa (CSSA) Chartered Institute of Management Accountants (CIMA) South African Institute of Professional Accountants (SAIPA) Institute of Accounting & Commerce (IAC) Association of Chartered Certified Accountants (ACCA) Chartered Institute of Business Management (CIBM) 8

8 The South African Institute of Business Accountants (SAIBA) The South African Institute of Government Auditors (SAIGA) The NLC will, as part of the adjudication process, verify the registration of the Accountant Officer / Auditor with the professional bodies listed above. In addition, the NLC will verify w ith the Accounting Officer / Auditor t h a t h e/she has indeed prepared the annual financial statements submitted The NLC notes with concern that fraudulent annual financial statements have been submitted by some applicant organisations in the past. The NLC will take stringent measures against the applicant and Accounting Officer / Auditor should this be discovered Where annual financial statements are mandatory, please note that the following will not be accepted, as they would not have been approved and/or adopted: a) Draft annual financial statements; b) Unsigned and undated Annual Financial Statements. c) A compilation report will not be accepted. 9. BUDGET 9.1 The NLC reserves the right to determine the amount to be funded. The principle of contributing a maximum of 20% towards Operational Costs and 40% towards Project Costs would be applied across all grant categories. 9.2 Please use the format in the attached template. Do not submit a project business plan in any another format because it will delay the adjudication of your application; 9.3 Please complete all the sections of the budget template. Separate budgets must be submitted for the project/programme/office applied for, together with a consolidated budget. 9.4 Other sources of funding for the same project that the organisation is applying for must be clearly reflected as Income on the Budget template; 9.5 The amount requested from the NLDTF as per the itemised list must include a clear motivation for the items requested. 9

9 Do not use any other format and please motivate line items rather than the whole project/programme/office. Failure to submit a motivation with the application form will render your application non-compliant; 9.6 The total amount requested in the Business Plan must be equal to the amount reflected on B2 of the prescribed application form (FORM 2010/1 or FORM 2010/2). 10. Please note that the names and positions of no less than 3 bank signatories, who are office bearers or officials, who must not be related, must be identified in the prescribed form (Section C2 of FORM 2010/1 or FORM 2010/2). 11. The referees identified in Section D of FORM 2010/1 or FORM 2010/2 must be independent of the organisation and may be e. g. a municipal councillor, a traditional leader, a religious leader, an official of a government department e.g., a social worker or a development practitioner. Referees must not be any of the following: a) Employees of the organisation; b) Members of the Board and Management Committee; or their family members, relatives or friends; c) Volunteers involved with the organisation; d) Any person who provides services to the organisation. AGENT/ REPRESENTATIVE/ CONDUIT APPLICATIONS 12. The NLC may accept and consider applications for funding from organisations that apply through an agent/ representative/ conduit, if: a) The organisation has been in existence for less than six (6) months at the time of submission of the application; or b) There is a clear need for a project in a community and that community is not sufficiently registered as a recognised legal entity. 10

10 13. The application must be submitted by an agent/ representative/ conduit and must include a statement by the organisation providing reasons why it requires assistance from such agent/ representative/ conduit. 14. The agent/ representative/ conduit must outline the nature of assistance it will provide to the organisations/ communities. 15. A conduit may not apply for more than two (2) organisations/ communities. 16. The agent/ representative/ conduit must be a registered NPO/ NPC and previously funded by the NLC. 17. Both t he agent/ representative/ conduit and assisted organisations/ communities should be located within the same province and/or within a radius of 400 kilometres to ensure that the former is able to provide the necessary support to the assisted entity. Exceptions will be considered where there are insufficient registered and established organisations in a province, or due to geographic factors. 18. The agent/ representative/ conduit must operate in the same sector as the organisation/ community they are assisting. 19. Assisted organisations/ communities may only apply with one agent/ representative/ conduit. 20. The total amount for each assisted organisation must not exceed R (five hundred thousand rand). This amount will be inclusive of a maximum of 5% for administrative costs for the agent/ representative/ conduit, for each project. The budget must be inclusive of the administrative cost The administration fee must be broken down and be inclusive of the mentoring & coaching, monitoring of project implementation, travel, as well as the compilation of progress reports. 11

11 PLEASE TE: Services and payments mentioned in this section do not refer to people and/or organisations who assist beneficiaries to complete application forms during a call for applications. 21. A conduit must have the knowledge, competence and skills to assist applicant organisations/ communities. 22. Skills transfer, mentoring and capacity building will form the basis for considering an application from an agent/ representative/ conduit application. 23. With the application, an agent/ representative/ conduit must submit a plan, setting out how the necessary skills and capacity building of the assisted organisation/ community will be strengthened. This plan must be attached to the Business Plan. 24. The agent/ representative/ conduit and the organisation/ community should i d e a l l y be in the same geographical area or province. 25. The agent/ representative/ conduit may apply separately for their own programmes and operations. This separate application must include the mandatory documents and other required templates relevant to their category, and must be submitted separately. In addition to the aforementioned, applicants are also required to submit the following documentation/ information: 26. Applications for a new building, extensions or renovations to existing buildings must include the following: a) Proof of Ownership of land and/or buildings e.g. Permission to Occupy (PTO), issued in the name of the organisation (not an individual). The attached template may be useif there is a lease arrangement, a copy of the lease agreement must be provided, including the period of occupation. b) Building Plans 12

12 c) Quotations (Two quotations must be submitted from credible suppliers. The separate quotations must include material and labour costs). d) Proof of Registration and Grading of the Builder with the relevant professional body (e.g. CIBD, NHBRC). 27. Offer to Purchase, if the organisation applies for funding to purchase an existing property. This must include the period for which the offer is valid. 28. Applications that include requests for a vehicle and/or other capital equipment must include at least two quotations from credible local suppliers. PLEASE TE: The NLDTF does not fund the purchase of second hand vehicles. Brochures are not accepted as quotations. 29. Please do not include any documents that are not requested in the prescribed application form and these Guidelines. Adjudication is based only on the information contained in the required documents. 30. Organisations that have b e e n p r e v i o u s l y funded b y t h e N L C and have not submitted all outstanding Progress and Final Reports (both narrative and financial), in accordance with the Grant Agreement, will not be considered. No applicant to whom a grant was made by the National Lotteries Commission should be eligible to apply for another grant within a period of twelve (12) months from the date of receipt of that grant, irrespective of whether the project is different from the one previously applied for. The twelve (12) months cooling off will be counted from the last payment made to the applicant by the NLC. Please refer to the grant agreement signed with NLC. (Refer to clause 11). This is only applicable to organisations who submitted and funded under the 2015 Call. 31. The National Lotteries Commission does not sell Applications forms, Guidelines and any other applications documentation. Applicants should not pay for these documents from any other person or organisation. 13

13 32. Applicants are advised not to pay for assistance in completing applications forms. Payment for such services from the allocated grant will constitute a breach of grant agreement. PLEASE TE: An applicant that has received a grant from the NLC is not eligible to apply for another grant within a period of twelve (12) months from the date of receipt of the most recent grant, irrespective of whether the project is different to the one previously applied for. The twelve (12) month cooling-off period will be determined from the date of the last payment made to the applicant by the NLC. Please refer to Clause 11 of the Grant Agreement signed with NLC. These guidelines provide the key criteria which will guide the adjudication of applications. F a i l u r e t o a d h e r e t o the terms of the Lotteries Act, 2013 (Act No. 32 of 2013), the regulations and these guidelines will render the application non-compliant. The Distributing Agency reserves the right not to make grants, and to determine the amount to be allocated. Should you require any further clarification on the application form and related d ocuments, please contact the NLC Contact Centre on or the Provincial Office nearest to you (see attached list of provincial offices). 14

14 Postal Address Grant Funding Office Private Bag X101 Brooklyn Square, 0075 Tel: Free State Office 321 Corner Ryk & Stateway Welkom,9459 Tel: KwaZulu-Natal Office Office 22, SmartXchange Building 5 Walnut Road Durban,4001 Tel: Mpumalanga Office 25 Rood Street Sonheuwel Dorp Nelspruit, 1200 Tel: North West Office 16 Aerodrome Crescent Industrial Side, Mahikeng, 2745 Tel: Eastern Cape Office Phase 4A, Waverly Office Park Phillip Frame Road, Chislehurst East London,5200 Tel: Gauteng Office Block D, Hatfield Gardens 333 Grosvenor Street Hatfield,0083 Tel: Limpopo Office 5 Landross Mare Street Polokwane, 0699 Tel: Northern Cape Office 9 Roper Street, Suite D Kimberley, 8300 Tel: Western Cape Office Manhattan Place 130 Bree Street Cape town, 8000 Tel:

15 DOCUMENTS CHECKLIST SMALL GRANTS CHECKLIST Where you funded by the NLC during the last Call for applications (during the 2015 Call) Have you submitted all your outstanding Progress Reports FORM 2010/2 Proof of Registration as NPO, Non Profit Company (formerly Section 21 Company), Public Benefit Trust. Founding documents [Constitution, Trust Deed, Memorandum & Articles of Association] Budget & Motivation Project Motivation Project Business Plan Certified copies of the IDs of the 2 Contact persons and the Members of the Management Committee listed on page 2 of application FORM Financial Records: (Applicable to first time applicatons) Three (3) months bank statements Three (3) months statement of Asset and Liabilities Three (3) months statement of Income and Expenditure All three must be submitted with application. One Set of the most recent Annual Financial Statements (applicable to previously funded Organisations). Signed Auditors report or Accounting Officer Letter proofing registration of Accounting Officer/Auditor Written letter from Accounting Officer/Auditor confirming signing the Financial Statements submitted. Where applicable Proof of registration for services that requires registration in terms of any law, where applicable. Quotations for all goods and services 16

16 MEDIUM AND LARGE GRANTS CHECK LIST Where you funded by the NLC during the last Call for applications (during the 2015 Call) Have you submitted all your outstanding Progress Report FORM 2010/1 Proof of Registration as NPO, Non Profit Company (formerly Section 21 Company), Public Benefit Trust. Founding documents [Constitution, Trust Deed, Memorandum & Articles of Association] Project Budget Project Motivation Project Business Plan Certified copies of the IDs of the 2 Contact persons and the Members of the Management Committee listed on page 2 of application FORM 2010/1 Financial Records: Annual Financial Statements One Set if you have been funded before Two Sets if you have not been funded before Signed and dated Auditors report or Accounting Officer Letter proofing registration of Accounting Officer/Auditor Written letter from Accounting Officer/Auditor confirming signing the Financial Statement submitted. Where applicable Proof of registration for services that requires registration in terms of any law, where applicable Quotations for all goods and services FOR CONDUITS/AGENTS: Form 2010/1 or Form 2010/2 for each organisation/community that will be assisted. Skills Transfer and Capacity Building Plan 17

17 Relevant mandatory documents as indicated above Statement by the applicant providing reasons why it requires assistance Statement by the agent, representative or conduit on the nature of assistance it will provide to the applicant Include two (2) letters from Accounting Officer/Auditor. Other Conduit Documents: Supplementary Form for agent/ representative/conduit applying on behalf of beneficiary organisation/community 18